To preserve data integrity, OnBase protects against situations where multiple users can change a document's Keyword Values at the same time. A document is rendered as read-only for additional users viewing the document if:
The initial user accesses a document's Keyword Values from the Add/Modify Keywords pane.
The initial user accesses a document's Keyword Values from the Re-Index pane.
The initial user opens the document in any viewer.
When a user accesses a document's Keyword Values from the Add/Modify Keywords or Re-Index panes, OnBase locks the values so that only the user who accessed them first can modify them. If any other users attempt to access the document's Keyword Values, the Keyword Values will be read-only, and the users will be unable to modify them. When the first user closes the document, the lock is released, and other users can modify the document's Keyword Values.
Documents are also locked when opened. For example, Keyword Values are locked when a user opens an E-Form. Because Keyword Values can be edited on the E-Form itself, the lock is created when a user opens the E-Form.